# Data Protection & Compliance Maintenance

| Document information | Value |
|-----------------------|------|
| Document type | Procedure instruction (VA-18) |
| Scope | {{ISMS_SCOPE}} |
| Organisation | {{ORG_NAME}} |
| Process owner | {{ROLE_DPO}} |
| Approved by | {{ROLE_ISB}} |
| Version | {{DOC_VERSION}} |
| Date | {{DOC_DATE}} |
| Status | {{DOC_STATUS}} |

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## 1. Purpose

This procedure governs the ongoing maintenance of the legal/compliance register, the record of processing activities (RoPA), deletion periods/deletion concept and the handling of data subject rights. It operationalises the associated policy ({{LINK:R14}}).

## 2. Scope

Applies within the ISMS scope ({{ISMS_SCOPE_DESCRIPTION}}) for all processing of personal data as well as legal/contractual requirements.

## 3. Trigger

Regular review, new legal/contractual requirement, data subject request, new or changed processing.

## 4. Inputs

- Legal/compliance register (ISMS tool, {{TOOL_NAME}})
- Record of processing activities (RoPA)
- Deletion concept ({{LINK:BASELINE}}, BL-DEL-01)

## 5. Process

1. Review and update the legal/compliance register regularly ({{REVIEW_CYCLE}}).
2. Maintain the record of processing activities (RoPA) in the ISMS tool ({{TOOL_NAME}}).
3. Implement and monitor deletion periods and the deletion concept (BL-DEL-01).
4. Handle data subject rights on time; document the processing and the result.

## 6. RACI

| # | Step | R (Execution) | A (Accountable) | C (Consulted) | I (Informed) |
|---|---------|------------------|------------------|-----------------|----------------|
| 1 | Maintain legal/compliance register | {{ROLE_DPO}} | {{ROLE_ISB}} | Business unit | - |
| 2 | Maintain RoPA | {{ROLE_DPO}} | {{ROLE_DPO}} | Business unit | - |
| 3 | Implement/monitor deletion periods | {{ROLE_IT_LEAD}} | {{ROLE_DPO}} | {{ROLE_ISB}} | - |
| 4 | Handle data subject rights | {{ROLE_DPO}} | {{ROLE_DPO}} | {{ROLE_ISB}} | - |

## 7. Result & evidence

Up-to-date legal/compliance register and RoPA, deletion evidence, documented data subject requests. Evidence is referenced in the central evidence register ({{LINK:NACHWEISREGISTER}}).

## 8. Key performance indicators (KPI)

- Up-to-dateness of the legal/compliance register
- Data subject requests handled on time
- Overdue deletions

## 9. Related documents

- Associated policy: {{LINK:R14}}
- Technical security baseline: {{LINK:BASELINE}}
- ISA mapping matrix: {{LINK:ISA_MAPPING}}

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